Synchronizing inventory

SECURITY  Admin access to the QuickBooks data file and security level with permission to configure the QuickBooks Extension. Refer to Admin security settings.

NAVIGATION   > Admin > Extensions & Integrations > QuickBooks Extension (New) Web Connectors > edit a web connector

Once the Autotask inventory has become the system of record, you will want to keep the QuickBooks version of the inventory in sync with Autotask. While day to day changes to inventory are updated through purchase order transfers (inflows) and sales/invoices (outflows), you may occasionally want to do a complete inventory count that must be synced to QuickBooks, so the On Hand counts in QuickBooks will be updated to match the On Hand counts in Autotask.

NOTE  If you track inventory in Autotask and will synchronize the On Hand counts in QuickBooks in this way, you should clear the "Decrement..." system setting in Contracts and billing system settings.

Items that are not synced

To avoid double-counting, inventory items that are received in Autotask against a purchase order that was already transferred to QuickBooks are not synced to QuickBooks. They will generate an error in the Inventory Synchronization History log.

As best practice, you should open the Purchase Order Search page and locate all records that have a check mark in the QuickBooks Needs Resync column. You should transfer these to QuickBooks first, before you launch a complete sync.

Performing a complete QuickBooks inventory update

  1. To open the page, use the path(s) in the Security and navigation section above.
  2. Open your default web connector.

NOTE  The same Autotask inventory can only be synced to the QuickBooks company file associated with the default web connector.

  1. Scroll to Step 6: Enable Transfer/Sync.
  2. Select the Sync Inventory during next QuickBooks-initiated communication check box.
  3. Click Save.

During the next sync for this web connector, the On Hand count in QuickBooks is updated to match the numbers in Autotask, and the check box is cleared. The time stamp in the Last Inventory Sync field is updated.

If an inventory item with the same name does not exist, it will be created automatically.

IMPORTANT  QuickBooks does not use inventory locations. If an inventory item exists in several inventory locations in Autotask, the On Hand count in QuickBooks will be the sum of the On Hand counts of all Autotask locations.

To review a log of the synchronization, go to > Admin > Extensions & Integrations > QuickBooks Extension (New) > Inventory Synchronization History. Refer to Transfer history pages.